Administrative Skills, Billing, Biology, Biostatistics, Biotech and Pharmaceutical, Communication Skills, Continuous Improvement, Cross-Functional, Detail Oriented, Documentation, Environmental Sciences, Establish Priorities, Executive Assistant Skills , Expense Reports, Healthcare, Leadership, Logistics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Onboarding, Operational Support, Operations Processes, Organizational Development/Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Proofreading, Records Management, Regulations, Schedule Development, Systems Maintenance, Team Player, Time Management, Travel Planning, Willing to Travel, Writing Skills
Position Summary
The Clinical Administration Coordinator provides high-level administrative and operational support to the Chief Medical Officer and the Clinical organization to ensure efficient day-to-day operations, coordination, communication, and organizational effectiveness across the department.
This role serves as a key administrative partner to the CMO and Clinical leadership team by managing schedules, coordinating meetings and travel, supporting departmental operations, preparing materials and communications, and assisting with cross-functional coordination and logistics. The role requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced biotechnology environment.
Responsibilities
Executive & Administrative Support
- Provides direct administrative support to the Chief Medical Officer and broader Clinical leadership team
- Manages highly complex executive calendars across multiple time zones and internal/external stakeholders
- Coordinates domestic and international travel arrangements, itineraries, and expense reporting
- Organizes and supports department meetings, leadership meetings, and cross-functional discussions
- Prepares agendas, meeting materials, minutes, and follow-up action items
- Supports preparation, formatting, proofreading, and distribution of presentations, reports, and departmental communications
- Maintains organizational charts, departmental trackers, contact lists, and administrative records
- Assists with onboarding coordination for new Clinical team members and consultants
Departmental Coordination & Operations
- Supports day-to-day operational and administrative needs of the Clinical organization
- Coordinates logistics for internal meetings, investigator meetings, advisory boards, and team events
- Assists with vendor coordination, purchase requests, invoices, and administrative processing activities
- Helps maintain departmental filing systems, shared drives, trackers, and documentation
- Supports communication and coordination across Clinical Operations, Medical, Regulatory, Quality, Biostatistics, and other cross-functional teams
- Serves as a point of contact for administrative inquiries and departmental coordination needs
- Assists with special projects and operational initiatives as assigned
Organizational Support
- Helps support departmental organization, prioritization, and workflow coordination
- Maintains confidentiality and professionalism while handling sensitive business information
- Supports a collaborative, organized, and efficient team environment
- Contributes to continuous improvement of administrative and operational processes
- Associate's or Bachelor's degree preferred
- 3-5 years of administrative, executive support, or departmental coordination experience, preferably within biotechnology, pharmaceutical, healthcare, or life sciences environments
- Experience supporting senior leaders or executive-level management preferred
- Strong organizational and administrative skills with ability to manage multiple priorities and deadlines
- Excellent written and verbal communication skills
- High attention to detail, professionalism, and discretion
- Proficiency with Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and Teams
- Ability to work independently while maintaining strong collaboration across teams
- Experience coordinating meetings, travel, expense reports, and departmental operations
Working Conditions
This position operates in an office setting, in person. Occasional flexibility outside of standard business hours may be required to support business priorities.
Ocugen is an equal opportunity employer. In order to provide equal employment and advancement opportunities to all individuals, we make all of our employment decisions based upon merit, qualifications, abilities, and an individual's conduct and performance. We will not make any of our decisions, and will not discriminate against any employee or applicant, on the basis of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including pregnancy), gender (including sexual orientation, gender identity and status as a transgender or transsexual individual), age, physical or mental disability, citizenship, past, current or prospective service in the uniformed services, genetic information, or any other characteristic protected from discrimination under the law. Ocugen complies with applicable federal, state and local laws governing nondiscrimination in employment.